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Evaluation Plan – Open or Selective EOI

User Guidance
This model Request for Expressions of Interest – Conditions for Application has
been developed for use by NSW Government Agencies. It is to be used in conjunction
with the associated Returnable Schedules, which are in a separate file.
Guide Notes
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General
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<Insert Agency Name>

EVALUATION PLAN

EXPRESSION OF INTEREST

FOR
»

CONTRACT No. » EOI


1.0 General
The objective of this Evaluation Plan is to set out the method to be used to evaluate
application responses to the Expression of Interest for the purpose of establishing a
panel of Prequalified Contractors who will be invited to tender for construction works for
the ».

The Plan addresses the following:

 Background
 Composition of the Evaluation Committee
 Time
 Procedure
 Evaluation Criteria
 Acceptance of the Contractor panel
 Evaluation / Selection Report
 Recommendations

2.0 Background

In order to engage a construction contractor for the works, the »

<has invited all organisations prequalified under the Department of Finance, Services
and innovation Contractor Prequalification and Best Practice Accreditation Scheme
2011-2014 in the category » Works: »>

<has issued an open Expression of Interest with no restrictions as to those organisations


that may respond.>

Risk, Confidentiality and Probity

Risk, confidentiality and probity during the evaluation process will be managed as
follows:

 Applications close electronically in the NSW Government eTendering website at


9.30am, » » 20»;
 Contact with the applicants during the evaluation period will be documented and
confirmed in writing;
 Applications will be evaluated by the Evaluation Committee in a secure room and
the applications will be stored securely at all other times; and
 Applicants’ intellectual property and other confidential information will not be
disclosed to other applicants.

3.0 Composition of Evaluation Committee


The Evaluation Committee comprises the following members:
INSERT NAME / TITLE / AGENCY

INSERT NAME
The Secretary of the Evaluation Committee, », will provide support for the Evaluation
Committee but will have no determining rights in the selection of a Tenderer Panel.
By signing this Evaluation Plan, the Evaluation Committee is aware of the requirement
to keep all matters relating to the applications confidential and to report any conflict of
interest to and seek instructions from the Chairperson. Where considered necessary by
Evaluation Committee the

Name Role Agency / Section / Position


<insert name> Chairperson »
»
<insert name> Member »
»
<insert name> Member »
»
<insert name> Secretary »
»
Evaluation Committee, assistance may be sought from others in relation to technical,
legal, insurance and financial matters.

4.0 Time
INSERT DATE / LOCATION / TIME

The evaluation meeting will be held on » at the offices of the », commencing at ».

5.0 Procedure
The Evaluation Committee has agreed that the procedures below will apply to evaluate
all applications received and to prepare a recommendation for acceptance:

1. Prior to the close of the Request for EOI:

(a) weighting of the assessment criteria and scoring methodology have


been determined;

(b) the minimum / maximum number of applicants to be pre-registered,


together with the number of next ranked applicants to be included as
reserves, have been determined.
INSERT AGENCY’S NAME
2. The »will receive the applications through the eTenders system.

3. The Evaluation Committee will meet to evaluate jointly and agree on scoring of
applications against the previously agreed criteria.

4. Evaluation Committee members will be required to disclose any current or past


associations with any of the applicants or their companies or any other
circumstance that could lead to a conflict of interest. The Chairperson of the
Evaluation Committee will determine if a conflict of interest exists and arrange for
a replacement member if necessary. The Secretary will ensure that Evaluation
Committee members sign the Department’s/Agency’s Code of Conduct for the
evaluation process before the Evaluation Committee proceeds with the
assessment process.

5. The Evaluation Committee members will individually read the applications and
evaluate the information submitted by each applicant and score each evaluation
criterion using Section 6 below.

6. The Evaluation Committee will assess and score all applicants according to
information received in the applications.

7. Following completion of assessment of all applicants, the overall score of each


applicant will be checked to confirm the rankings.

8. All communication with the applicants shall be via the Chairperson and will be in
writing.
INSERT NAME / TITLE / AGENCY
9. The Chairperson will prepare the final Evaluation Report for consideration and
endorsement by the Evaluation Committee. The final Report will be forwarded to »
for approval.
6.0 Evaluation Criteria
Applications will be evaluated based on the criteria set out in the Expression of Interest.

6.1 Evaluation Criteria

The Applicants must satisfy the following criteria:

6.1.1 Scoring Criteria - Table 1


INSERT CRITERION AND WEIGHTING IN TABLE– EXAMPLES OF CRITERIA AND WEIGHTINGS ARE SHOWN
BELOW

Serial Criterion Weighting (%)


sub total
1 Evidence of the applicant’s experience and performance on 50
contracts of a similar nature in Australia in the last five (5) years.
2 The composition and experience of the applicant’s team 20
proposed to engage effectively with »Agency» and its
representative(s) during the ETI and subsequent tendering
process.
3 The make-up of the applicant’s construction delivery team, 15
including the key personnel and major sub-contractors
proposed in the case of the applicant winning the tender for the
proposed work.
4 The applicant’s commitment to and capability in meeting 15
»Agency’s» procurement process timetable contained in the
EOI document.
Total 100

For each criterion, scores will be awarded on a descending scale, i.e. the most merit
attracting the highest score, lesser merit attracting a lesser score and equal merit
attracting an equal score.

6.1.2 Details of the scoring for the various listed criteria.

6.1.2.1 Evidence of the applicant’s experience and performance on contracts of a


similar nature in Australia.

Assessment Criteria Rating


 No response provided 0
 Applicant has demonstrated minimal experience on previous similar 1 – 33
projects and referees’ reports indicate that performance is acceptable.
 Applicant has demonstrated moderate experience on previous similar 34 – 66
projects, and satisfactory performance is indicated in referee reports &
referee checks.
 Applicant has demonstrated extensive experience on previous similar 67 – 100
projects, and good past performance is confirmed by referee reports &
referee checks.
6.1.2.2 The composition and experience of the applicant’s team proposed to engage
effectively with the Agency and its representative(s) during the ETI and
subsequent tendering process.

Assessment Criteria Rating


 No response provided 0
 The applicant has assembled a team whose key members’ experience 1 – 33
in cooperative tender processes, negotiations and development of
tender documents – as presented in the applicant’s Submission – is
judged acceptable.
 The applicant has assembled a team whose key members’ experience 34 – 66
in cooperative tender processes, negotiations and development of
tender documents – based on the evidence in the applicant’s
Submission – is judged as good to very good.
 The applicant has assembled a team whose key members’ experience 67 – 100
in cooperative tender processes, negotiations and development of
tender documents – based on the evidence in the applicant’s
Submission – is judged as superior and also may have been
demonstrated on previous engagements with »Agency».

6.1.2.3 The make-up of the applicant’s construction delivery team, including the key
personnel and major sub-contractors, proposed in the case of the applicant
winning the tender for the proposed work.

Assessment Criteria Rating


 No response provided 0
 The applicant has proposed a project delivery team whose mix of key 1 – 33
members and sub-contractors – as presented in the applicant’s
Submission – is considered acceptable.
 The Applicant has proposed a project team whose mix of key members 34 – 66
and sub-contractors whose experience in project management,
resource coordination and construction of works of a similar nature to
the one required is considered as good.
 The applicant has proposed a project team whose mix of key members 67 – 100
and sub-contractors with experience in project management, resource
coordination and construction of works of a similar nature to the one
required is considered as superior and also may have been
demonstrated on previous engagements with »Agency».

6.1.2.4 The applicant’s commitment to and capability in meeting the Client Agency’s
procurement process timetable contained in the Briefing Document.

Assessment Criteria Rating


 No response provided 0
 The applicant has provided assurances in its application that it is 1 – 33
committed to meeting the timetable and that it has the ability to carry out
the required work without impeding its other commitments.
 The applicant has demonstrated that it not only is committed to the 34 – 66
meeting the timetable but that its resource base is such that it has the
ability to carry out the required work without impeding its other
commitments.
 The applicant has clearly demonstrated that it is committed to meeting 67 – 100
the timetable and that its resource base is such that it has the ability to
carry out the required work without impeding his other commitments.

Notes:

A. Applications failing to respond to any one of the criteria will receive a zero (“0”)
rating for that criterion and the application may be passed over without further
evaluation.
B. To ascertain the performance of each applicant against each of the predetermined
selection criteria, an individual rating value between 0 and 100 will be assigned. It
will then be multiplied by the weighting. The resulting individual score will represent
the performance of each application against each criterion.

7.2 Total Score

The scores for each applicant will be determined by consensus of the members of
the Evaluation Committee.

The final scoring for all Evaluation Criteria will be established by a consensus
decision of the Evaluation Committee. Final scores will be ranked highest to lowest.

The highest ranked EOI application will be numbered 1, the next rated 2, and so
forth. This will form the basis on which the Evaluation Committee selects the
applicants to be pre-registered including reserves.

INSERT NUMBER OF APPLICANTS AND RESERVES


The aim of the Evaluation Committee will be to select up to » applicants. The
inclusion of an additional » applicant(s) will be considered as a reserve(s) to allow
for possible withdrawal / non-performance of the selected applicants.

7.3 Equal Score

In the event of equal scoring for any applications, the final ranking will take account
of contractor performance data from the Department of Finance, Services and
Innovation Contractor & Consultant Management System (CCMS), Agency Clients
own performance management system and/or formal performance reports from
the applicant’s clients. The applicant with the higher level of performance will
receive the higher ranking.
7.0 Selected Applicants Evaluation Report
INSERT NUMBER OF APPLICANTS AND RESERVES
At the end of this process up to ») preferred applicants plus up to » reserves will be
selected.

The Evaluation Report and recommendation will follow the format presented in
Attachment 1.

8.0 Recommendation
It is recommended that this procedure for the evaluation of applications for the
engagement be approved by the Evaluation Committee.

The Evaluation Committee concurs with the Evaluation Plan and agrees to sign the Code
of Conduct for the evaluation process:

Recommended by:

<insert name>
Chairperson

Endorsed by: Endorsed by:

<insert name> <insert name>


Member Member

Endorsed by:

<insert name>
Member

Approved by:

<insert name>
<Insert position title of approval
delegate>
<Insert agency>
(Appendix 1)

Evaluation Report

Background
Project name: <INSERT PROJECT NAME>
»Expression of Interest for tender panel selection for
Engagement number: INSERT NO
Contract No. » EOI
Description of services: <eg Construction Contractor>
Client agency: <Insert details>
Estimate: $X.XM (if known)
Application method: Selective EOI / Open EOI
Application closing date: <Insert date>
Application closing office: <insert details>
Contact person: <insert name> Telephone: (02) <insert no>

Details of Work
<Insert summary of Background and Scope of Work>

Pre-Evaluation Actions
(From Evaluation Plan)

Evaluation of Applications
(From Evaluation Committee review and meeting)

Selection of applicants for potential tenderers


(List of successful applicants)

Commentary on successful applicants

Supporting documents
Documents supporting the evaluation report and recommendation are:
Attachment 1 Contractor Evaluation Plan
Attachment 2 Evaluation Criteria Scores
Attachment 3 Score Calculation Sheet

Recommendation
It is recommended that:
Attachment 1: Evaluation Plan
Attachment 2 (1 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: INSERT AGENCY AND PROJECT NAME
»
INSERT PROJECT NAME
Expression of Interest for »
Contract number: INSERT NO
Contract No. » EOI
Description of work: INSERT DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»

Evaluation Criteria Score Comment


(out of 100)
Evidence of the applicant’s experience and
performance on contracts of a similar nature
in Australia in the last five (5) years.
The composition and experience of the
applicant’s team proposed to engage
effectively with the Client Agency and its
representative(s) during the ETI and
subsequent tendering process.
The make-up of the applicant’s
construction delivery team, including the
key personnel and major sub-contractors,
proposed in the case of the applicant
winning the tender for the proposed work.
The applicant’s commitment to and
capability in meeting the Client Agency’s
procurement process timetable contained
in the EOI document.

Evaluation Committee Chairperson


signatures:

Member

Member

Member

Date:
Attachment 2 (2 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: INSERT AGENCY AND PROJECT NAME
»
INSERT PROJECT NAME
Expression of Interest for »
Contract number: INSERT NO
Contract No. » EOI
Description of work: INSERT DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»

Evaluation Criteria Score Comment


(out of 100)
Evidence of the applicant’s experience and
performance on contracts of a similar nature
in Australia in the last five (5) years.
The composition and experience of the
applicant’s team proposed to engage
effectively with the Client Agency and its
representative(s) during the ETI and
subsequent tendering process.
The make-up of the applicant’s
construction delivery team, including the
key personnel and major sub-contractors,
proposed in the case of the applicant
winning the tender for the proposed work.
The applicant’s commitment to and
capability in meeting the Client Agency’s
procurement process timetable contained
in the EOI document.

Evaluation Committee Chairperson


signatures:

Member

Member

Member

Date:
Attachment 2 (3 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: INSERT AGENCY AND PROJECT NAME
»
INSERT PROJECT NAME
Expression of Interest for »
Contract number: INSERT NO
Contract No. » EOI
Description of work: INSERT DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»

Evaluation Criteria Score Comment


(out of
100)
Evidence of the applicant’s experience and
performance on contracts of a similar nature
in Australia in the last five (5) years.
The composition and experience of the
applicant’s team proposed to effectively
engage with the Agency and its
representative(s) during the ETI and
subsequent tendering process.
The make-up of the applicant’s
construction delivery team, including the
key personnel and major sub-contractors,
proposed in the case of the applicant
winning the tender for the proposed work.
The applicant’s commitment to and
capability in meeting the Client Agency’s
procurement process timetable contained
in the EOI document.

Evaluation Committee Chairperson


signatures:

Member

Member

Member

Date:
Attachment 3: Score Calculation Sheet
Evaluation Criteria Applicant’s Names
Max Weighting (Applicant 1) (Applicant 2) (Applicant 3) (Applicant 4) (Applicant 5)
Score
Score Weighted Score Weighted Score Weighted Score Weighted Score Weighted
Evidence of the applicant’s 100 50
experience and performance.

The composition and experience 100 20


of the applicant’s team in the ECI
and tendering.

The make-up of the applicant’s 100 15


construction delivery team.

The applicant’s commitment to 100 15


and capability in meeting the
timetable.

Total Score 100

Evaluation Committee Chairperson


signatures:

Member

Member

Member

Date: